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3.a Special event permit for Meisters hockey tournament{ SCANDIA Staff Report Date of Meeting: To: City Council From: Neil Soltis, Administrator Re: Request from Meisters to use skating rink for Hockey Day Minnesota event Background: Amy Kotzmacher has submitted a Special Event Permit Application to hold a Meisters U10A Round Robin Hockey tournament on the City's skating rink in conjunction with Hockey Day Minnesota. The event is proposed for Saturday, January 21, 2017 and would run from 9:00 a.m. until 9:00 p.m. A copy of the application follows this report. The required Workers Compensation Compliance Certificate, Indemnification Certificate, and Insurance Certificate along with the special event permit fee have not been submitted and would need to be provided in advance of the event if approved. Issue: Should the rink facility be allowed to be utilized for the event as proposed and should the Special Event Permit be approved as presented or with additional conditions? Proposal Details: The usual rink hours for Saturday are from Noon to 2 p.m. for open pleasure skating and from 2 p.m. to 10 p.m. for open hockey. The proposed event would utilize the rink from 9:00 a.m. until 9:00 p.m. The City also has a policy that restricts reservations to 3 weekdays in order to allow the public use of the rink. Typically this type of request would go first to the Parks & Recreation Committee for recommendation; however, the Committee's January meeting is on Thursday, January 5th Committee Chair Ryan Jinks has provided the following comments: I'm hesitant to make special consideration for Meister's being late again; they are quite aware of the process and I approached them in the lead -up to Vinterfest planning about this specific topic and they were not interested. The city does not typically allow reservation of the rink for private parties unless there is a substantial benefit such as the Stanley Cup provides. The PRC could review a Meister's proposal at our January 5th meeting but I'm not sure this could then go to the City Council in time. The reservation policy is intended to ensure weekend availability for residents so an organization like FLAA or Meister's doesn't dominate the rink at the expense of the community. Reservation Policy Hockey rink—the rink is available for reservations on Monday, Tuesday and Thursday from 6:00 p.m. to 9:00 p.m. The rink may be reserved for weekly use, $200 per hour plus sales tax, for the season. No refunds will be issued if weather conditions or other factors outside the city's control prevent use for all or part of the season. Reservations are limited to FLAA Hockey until December 1. Must be a resident to reserve rink. Single -use reservations are accepted on weekdays at no charge. Meister's has a private hockey rink that they have used in the past to support the Hockey Day Minnesota event. They do not need a special permit to organize an event using their private facility. This option would be fitting with the existing policy and process and would preserve the community rink availability per the city policy. The special event permit requirements allow the Council to set conditions as necessary to protect the health, safety and welfare of the community and of event participants. The Council may deny permits based on specified criteria or any issues in the public interest. Permit holders must indemnify the city and provide insurance if the event is conducted on public property Fiscal Impact: Beyond the $25.00 special event permit fee permit, no additional compensation for the use of the rink has been proposed. Under normal circumstances, the rink would be prepped with the Zamboni 1 time in the morning. Additional rink preparation has not been requested. There would be a cost to have the ice resurfaced with a greater frequency. It should be noted that the proceeds from the Scanley Cup hockey tournament held during Vinterfest are donated to the City to further the maintenance of the rink. Options: 1. Approve the use of the rink and the special event permit as submitted subject to providing the Workers Compensation Compliance Certificate, Indemnification Certificate, and Insurance Certificate 2. Approve the use of the rink and the special event permit with conditions subject to providing the Workers Compensation Compliance Certificate, Indemnification Certificate, and Insurance Certificate 3. Deny the request to utilize the rink Recommendation: The event will bring visitors to the community; however, those benefits do not appear to outweigh denying the residents of the community the use of the rink for a full day without any financial benefit. ,fit n 11%, SCANDIA 14727 200 Street North Scandia, �nnesota 55073 (651)433-2274 ivKwei.scandia.mn.us Special Event Permit Application INSTRUCTIONS. Fill out this form completely, sign it and include all required attachments. If additional space is needed, attach additional sheets. Submit to the City of Scandia at least 30 days prior to the date of the event with the $25.00 permit fee. You will be notified at the time of application of the date for City Council consideration of the request. ame,,purpose and description of Location address: Date(s): J Ot\ Z 1-\ -2--0 1�- F-vent 2-017�- Event starting Time. T'•� Event ending time: ,Set-up start date and time: Dismantle by- date and time: Anticipated number of participants and/or spectators: If there is a fee or donation required as a condition of attendance, please describe: 2. Attach sketch or site plan showing the location of the following as applicable: _ route (beginning/ end, direction of travel, traffic control points) ticketing/ registration/ entry locations entertainment or stage locations portable toilet facilities _ fencing locations parking areas for participants/ spectators _ sign locations speaker (sound amplification) locations — food concession areas (cooking, serving, consumption) alcoholic beverage concession area _ other concession areas size and location of any tents or structures trash/recycting receptacle area fireworks or pyrotechnics site first aid facilities other as may be applicable City afScandia, SpecialEvent Permit Application, Page 1 qj 7 3. Applicant information: I" Affiliation/ organization: )TTI i VA-- Uj— Are you an authorized applicant for this organization? Will this person have authority to cancel or modify event plans? Will this person be present at the event and in charge of the event at all times? If no, provide contact information for person who will be the responsible party on the day of this event Yes_ No Yes Y No Yes No 4. Entertainment: Describe entertainment plans. If there will be music, sound amplification or any other noise impact, please describe including th intended hours. nIn ; xi �\n rbc n' pry G1ctfi(\-P, � -- 5. Sanitation/ potable water: ilities present on the site (type, number &location) as well as Describe the toilet and hand washing fac temporary/ portable facilities to , provid d.. Describe the source of potable (drinking) water. City ofScandia, Special Event Permit Application, Page 2 of 7 6. Parking and traffic control: Describe the location and number of parking spaces available m e for traffic conte Describe arrangements that have been 7. Emergency/ medical services: Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance) to the event area. 8. Security/ crowd management: Describe your proposed procedures and staffi g for the event operations and crowd control. 9. Trask/recycling, event clean-up: Describe the number, type and location of trash/ recycling containers to be provided. What provisions have been ma for clean-up j it and surrounding are after the event? /Iofttthe Name of trash/ recycling hauler: 10. Lighting: Describe any tempora or penman nt lighting that will be added for the event. rx City of'Scandia, Special F_vent Permit Appikation, -AWT$r 3 of 7 15. Food and beverages: C y Will alcoholic beverages be served? Yeti No LO w1ii wou ancvor non-aicononc neverages nc serveur r e� — I I U_ If ves, describe what will be served and any plans for cooking food in the event area, including fuel S11 ource to he used: S` C�LQ C� Has a license been obtained from the Washington County Department of Health and Environment? (please attach) Yes No 16. Other concessions: Describe what vendors or concessionaires you will allow at the event, and how you intend to regulate and monitor their activities. 17. Gambling: Will there be any gambling (raffles, pull -tabs, bingo, etc.) at the event? Yes No 1f yes, a lawful gambling permit will be required as provided by state law and Scandia O ance No. 100. Describe the gambling activity and the status of the gambling permit. 18. Workers compensation compliance: In accordance with Minnesota Statutes all applicants for license and permits to operate a business in Minnesota must submit acceptable evidence of compliance with workers' compensation insurance requirements. Please complete the certificate of compliance and attach to this application. City ofScandia, Special 1:"venl permit Application, page 3 of 7 19, Indemnification: Ordinance No. 119 requires that a special event permit holder shall agree to defend, indemnify and hold the City, its officers and employees harmless from any liability, claim, damages, costs, judgments, or expenses, including attorney's fees, resulting directly or indirectly from an act or omission including, without limitation, professional errors and omissions of event promoter, its agents, employees, arising out of or by any reason of the conduct of the activity authorized by such permit and against all loss caused in any way by reason of the failure of the event promoter to fully perform all obligations under this ordinance. Please complete the release and indemnification agreement and attach to this application. 220. Insurance As a condition of the granting of a permit for a special event conducted on public property or public streets or parking lots, the permit holder shall provide to the City a public liability insurance policy naming the City as an additional insured entity with limits of not less than one million dollars per occurrence. Please attach the certificate of insurance to this application. THE MINNESOTA DATA PRACTICES ACT requires that we inform you of your rights about the private data we are requesting on this form. Private data is available to you, but not to the public. We are requesting this data to determine your eligibility for a permit from the City of Scandia. Providing the data mqv disclose information that could cause your application to be denied. You are not legally required to provide the data: however, refusing to supply the data may cause your permit to not be processed. Your residence address and telephone numb wild be consid red public data unless you request this information to be private and provide an alternative dd ss and telephone number. Please sign below to indicate that you have read this notice: ,Signature: , Date: I request that my resid nc address and telephone number be considered private data. My alternative address d telephone number are as follows: Address: lJ �J— L Telephone: l Aeknowiedgernend Signature: I hereby acknowledge receipt of a copy of this application form and Ordinance No. 119, Establishing Rules an Regulations for Special Events, and agree to abide by the ordinance and any other conditions that the City of Scandia may place upon issuance of this permit, Signature: Date: D--' C ` \ City of Scandia, Special Event Permit Application, Page 6 of 7